Request for Proposals for Human Services Agencies
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City and County of San Francisco
Request for Proposals for Human Services Agencies (RFP 429)
TO PROVIDE MEALS SERVICES FOR THE ELDERLY, YOUNG ADULTS WITH DISABILITIES, AND DHS CLIENTS
Date issued: October 22, 2009 Pre-Proposal Conference: October 26, 2009 9:00 a.m. Proposal due: January 6, 2010 3:00 p.m.
Table of Contents
Page
I. Introduction, Schedule, and Definitions……………...... …………....……….....…...…..….....3
II. Scope of Work...... ……...... ……………...... …...…...... 7
III. Submission Requirements...... …………….…….....…...... 14
IV. Evaluation and Selection Criteria...... …….………..…....…...... 18
V. Pre-Proposal Conference and Grant Award...... ……………….…....…...... 19
VI. Terms and Conditions for Receipt of Proposals...... ………….…..…...... 19
VII. City Grant Requirements...... …...... …..……….….…...... 22
VIII. Protest Procedures ...... …...………..….…...... 23
IX. Standard Forms………………………………………………………..………………..….……….. 23
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 2 I. Introduction, Schedule, and Definitions
A. General
The Human Services Agency (HSA) announces its intent to seek qualified individuals or organizations interested in providing the following meals services: 1) Elderly Nutrition Program (ENP) and Young Adults with Disabilities (YAD) congregate meals to eligible individuals in a congregate setting, 2) ENP home-delivered meals (HDM) to the homes of eligible frail individuals who are homebound by reason of illness, disability, or isolation, 3) Community Living Fund (CLF) short term home-delivered meals to eligible individuals, and 4) Free Meals (FM) to DHS Clients and needy individuals.
The meals program provided by the Human Services Agency is the largest community meals services in San Francisco for the poor, the needy, the seniors, and adults with disabilities. The Elderly Nutrition Program (ENP) for seniors is administered by the Administration on Aging of the United States Department of Health and Human Service through Title III-C of the Older Americans Act (OAA), the Department of Aging of the State of California through the Older Californians Act (OCA), and the City and County of San Francisco Department of Aging and Adult Services. The YAD and CLF meals programs are fully supported by the City and County of San Francisco General Fund and administered by the Department of Aging and Adult Services. The Free Meals program is funded by the City and County of San Francisco General Fund and administered by the Department of Human Services.
HSA does not approve the use of any subcontracts for the services proposed under this Request for Proposal (RFP) except meal catering, nutrition education, nutrition counseling, HACCP compliance, and HDM assessment as approved by HSA. Subcontracting for management and service oversight is not intended nor allowed.
HSA reserves the right to make multiple or partial awards of grants through this RFP. The successful respondents for ENP services shall demonstrate the ability to comply with California Department of Aging Elderly Nutrition Program regulations as stipulated in Barclay’ Official California Code of Regulations Title 22 Social Security Division 1.8 Chapter 4 Article 5 Title IIIC, and the City’s nutrition program guidelines and requirements.
This grant shall have an original term of three years, effective from July 1, 2010 (7/1/10) to June 30, 2013 (6/30/13). In addition, the Human Services Agency shall have one option to extend the term for a one-year period, which the City may exercise in its sole, absolute discretion.
The source of funding for these services will be a combination of Federal, State, and City revenue. Payment for all services provided in accordance with provisions under this grant shall be contingent upon the availability of Federal, State, and City funds for the purpose of providing meals services. The City shall not be required to provide any definite number of meals nor does the City guarantee any minimum amount of funding for the service.
Currently, HSA meals services were provided through grant relationships with the following agencies: Bayview Hunter’s Pont Multipurpose Senior Services, Inc., Centro Latino de San Francisco, Episcopal Community Services, Glide Foundation, Jewish Community Center of San Francisco, Jewish Family and Children’s Services, Kimochi, Inc., Meals On Wheels of San Francisco, On Lok Day Services, Project Open Hand, Russian American Community Services, Self-Help for the Elderly, and Western Addition Senior Citizen’s Service Center, Inc. The current lunch/dinner ENP congregate meal rate excluding Registered Dietitian (RD) service ranges from $4.48 to $5.59 per meal. The one-meal per delivery ENP home-delivered meal rate excluding RD service ranges from $4.71 to $6.39 per meal. The per meal rate for YAD congregate ranges from $5 to $5.44 and YAD home- delivered meal from $4.50 to $6. The DHS Free Meal is $2.16 per hot meal and $2.12 per sandwich bag containing 2 sandwiches.
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 3 B. Schedule (subject to change)
RFP Issue Date October 22, 2009 Pre-Proposal Conference Date October 26, 2009 1:00 p.m. 1650 Mission Street, 2nd floor Written Questions Due Date October 30, 2009 Written Q/A Issue Date November 6, 2009 Proposals Due Date January 6, 2010 3:00 p.m. 1650 Mission Street, Suite 300, OCM Award Notification Date February 2010 DAAS Commission Approval Date May 25, 2010 or June 2, 2010
C. Definitions
ADA Compliance The grantee shall comply with the Americans with Disabilities Act (ADA) that requires that people with disabilities have equal opportunity to participate in its programs and services. (Disability Access The ADA does not allow denial of entry to City-funded programs, benefits, activities or and Reasonable services, simply because of a disability. Accommodation Requirements) Communication Access - The ADA requires that City-funded agencies communicate to people with disabilities in a manner that is as effective as communication with others. This may require providing services such as: Large print or Braille (for people with visual impairments), ASL interpreters or captioning (for people with hearing impairments), Readers (for people with learning disabilities, or other cognitive or visual impairments), Communicating via TTY or the California Relay Service (by dialing 7-1-1)
Programmatic Access - The ADA also requires that City-funded agencies modify their policies, practices and procedures in order to provide equal access for a person with a disability. Examples of this may include: Assistance in filling out forms; An appointment so a person does not have to wait in a long line or in a crowded and noisy room; Changing a work assignment to accommodate a person’s disability
Architectural Access - The ADA also requires that a program’s service areas, including bathrooms, public telephones, drinking fountains, etc., be architecturally accessible to people with disabilities. In addition, the grantee shall: Post signs in lobbies and in other waiting areas, in several languages, informing clients of their right to assistance and/or accommodations as persons with disabilities; Provide a process and develop forms for clients to request reasonable accommodations and modifications, which may include a Release of Medical Information Form and Certification of Medical Need Form; Require medical verification when applicable to establish the need for an accommodation; Require intake workers to engage in the interactive process with clients to determine any special needs or requests for accommodations and note this information in the clients’ record; Make formal arrangements with interpreting services or community groups for competent and timely interpreter services for deaf/hard of hearing clients; Allow but not require clients to provide their own sign language interpreter; Allow minors (under 18) to act as interpreters for clients only in emergencies or extenuating circumstances; Provide training to ensure that staff have a better understanding of, and sensitivity to, individuals with disabilities; Provide notice to and train all staff, particularly client contact staff, with respect to the Agency’s obligation to provide equal services to people with disabilities, and on the disability/accommodation policies and the procedures to be followed in securing such assistance in a timely manner; Insert notices, in appropriate languages, about the right of people with disabilities to equal delivery of services in brochures, pamphlets, manuals, and other materials disseminated to the public and to staff; Provide notice to the public regarding the disability/accommodation policies and procedures; Adopt a procedure for the resolution of complaints regarding the provision of services to people with disabilities; and for
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 4 notifying clients of their right to and how to file a complaint; Appoint an employee to ensure that there is regular monitoring of clients’ needs.
CAAP County Adult Assistance Programs including PAES (Personal Assisted Employment Services), SSIP (Supplemental Security Income Pending), CALM (Cash Assistance Linked to MediCal), and GA (General Assistance).
Congregate Meals Congregate Meals Program. Nutrition services provided to older individuals in a group (CM) setting at a center or facility, including meals, nutrition and health promotion education, nutrition risk screening and opportunities for socialization. Each Meal shall provide one- third (1/3) of recommended dietary allowance (RDA) and comply with the current Dietary Guidelines for Americans. CRFC California Retail Food Code. The meal production kitchen must conform to CRFC, a uniform statewide health and sanitation standard for food facilities, found in Section 11370 et seq., California Health and Safety Code. www.cdph.ca.gov/services/Documents/fdbRFC.pdf
DAAS Department of Aging and Adult Services of the San Francisco Human Services Agency.
DHS Department of Human Services of the San Francisco Human Services Agency.
Disability A condition attributable to mental or physical impairment, or a combination of mental and physical impairments including hearing and visual impairments, that results in substantial functional limitations in one (1) or more of the following areas of major life activity: self- care, receptive and expressive language, learning, mobility, self-direction, capacity for independent living, economic self-sufficiency, cognitive functioning, and emotional adjustment.
Physical disability or mobile limitation includes wheelchair users, cane or walker users, limited reach ranges, limited hand movement, etc. Chronic illness includes HIV, lung disorders, heart disease/stroke, immune system disorders, diabetes, neurological disorders, etc. Sensory disability includes deaf, hard of hearing, blind, low vision, Aphasia, stuttering, etc. Mental disability includes psychiatric disabilities, depression, anxiety, obsessive- compulsive disorder, phobias, schizophrenia, bi-polar disorder, borderline personality disorder, etc. Cognitive disability includes Down’s syndrome, traumatic brain injury, learning disabilities, etc.
Division 21-100 Division 21-100 Nondiscrimination in State and Federally Assisted Programs require that grantees administer their program(s) in a nondiscriminatory manner and in compliance with civil rights obligations and to accommodate non-English-speaking or limited-English- proficient individuals and individuals with disabilities or impairments. At a minimum, grantee must provide the following: Procedures for informing clients of their civil rights; Policies and procedures for handling complaints filed with or against a Contractor/Grantee; Policies and procedures that ensure Contractors/Grantees accommodate individuals with hearing impairments, visual impairments and other disabilities; Policies and procedures that ensure that Contractors/Grantees provide appropriate language services, including a breakdown of bilingual/interpreter staff and a description of how written information is communicated to non-English speaking clients; and Policies and procedures for ensuring that Contractor staff are adequately trained in the requirements of Division 21 http://www.dss.cahwnet.gov/ord/CDSSManual_240.htm
ENP The Elderly Nutrition Program, authorized under Title III, Grants for State and Community Programs on Aging, and Title VI, Grants for Native Americans, under the Older Americans
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 5 Act, is intended to improve the dietary intakes of participants and to offer participants opportunities to create informal support networks. The legislative intent is to make community-based services available to older adults who may be at risk of losing their independence. Eligible service population includes individuals 60 years of age or older, with emphasis on those in economic and social need with particular attention to low income minority individuals and older individuals residing in rural areas. [OOA. Section 305 (a)(2) (E)][Title 22. CCR, Section 7125, 7127, 7139, and 7135]
Frail An individual who either: (1) Is unable to perform at least two activities of daily living, including bathing, toileting, dressing, feeding, breathing, transferring and mobility and associated tasks, without substantial human assistance, including verbal reminding, physical cueing or supervision. (2) Due to a cognitive or other mental impairment, requires substantial supervision because the older individual behaves in a manner that poses a serious health or safety hazard to the individual or to others.
Free Meals Meals provided to DHS clients or poor and needy San Franciscans.
HACCP Hazard Analysis Critical Control Point. A prevention-based food safety system focusing on time and temperature control at different crucial food service system points
HDM Home-Delivered Meals. Nutrition services provided to eligible individuals who are homebound by reason of illness, incapacitating disability, isolation, and lack of support network and have no safe, healthy alternative for meals, and consist of the procurement, preparation, service and delivery of meals, nutrition and health promotion education, and nutrition risk screening. Each Meal shall provide one-third (1/3) of the recommended dietary allowance (RDA) and comply with the current Dietary Guidelines for Americans.
HDM-CLF Meals Community Living Fund (CLF) Short Term Emergency Home-Delivered Meals are provided to eligible San Francisco residents who are 18 years or older, homebound by reason of illness, incapacitating disability, isolation, and lack of support network and have no safe, healthy alternative for meals, institutionalized or deemed, at assessment, to be at imminent risk of being institutionalized and willing and able to live in the community with appropriate supports. The eligible individual must have an income at or below 300% of the federal poverty level. This service requires referral from the DAAS Integrated Intake unit.
HSA San Francisco Human Services Agency
NSIP Nutrition Services Incentive Program, as amended by the Older Americans Act (OAA) of 2000. The NSIP is the new name for the USDA's cash or commodity program, formerly known as the Nutrition Program for the Elderly (NPE). The commodity program for NSIP participates is funded through an appropriation to USDA and administered by the Food and Nutrition Service's (FNS) Food Distribution Division.
Special Diet Meals that have been modified to meet the dietary needs for individuals with chronic health conditions such as diabetes, hypertension, heart disease, dysphasia, etc.
Unduplicated The number of eligible participant served in the entire fiscal year, counted once only. Consumers OOA Office on the Aging, a division within the Department of Aging and Adult Services of the San Francisco Human Services Agency
Web-based A web-based application developed for DAAS staff and its service providers to maintain Consumer and and track services provided and consumers served citywide. Minimum computer D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 6 Service Reporting requirements to access the application includes Windows 2000, Internet Explorer 6.0, and Adobe Acrobat 5.0
R.D. Registered Dietitian. An individual who shall be both: 1) Qualified as specified in Sections 2585 and 2586, Business and Professions Code, and 2) Registered by the Commission on Dietetic Registration.
Senior An individual who is 60 years of age or older.
Title 22 Refers to Barclay’s official California Cod of Regulations. Title 22 Social Security, Regulations Division 1.8. California Department of Aging. Chapter 4 (1) Title III Programs – program and service provider requirements. Article 5. Title III C- Elderly Nutrition Program. http://www.aging.ca.gov/aaa/guidance/nutrition_guide.asp
USDA United States Department of Agriculture
YAD Young Adults with Disabilities aged between 18 and 59.
II. Scope of Work
The Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project.
The following are work tasks assumed necessary to provide meals services within and for the City and County of San Francisco. Respondents to this RFP may propose to provide all or a portion of the services stated in Services Requested, of this RFP. For instance, respondents may propose to provide congregate meals service only.
A. Goals A major goal of the meals services is to provide nutritionally balanced meals on a daily basis to eligible individuals at a congregate setting or in their own homes, SRO hotels, public housing, senior housing, or temporary shelters within the boundaries of City and County of San Francisco. An additional goal of the meals programs is to assist those individuals in maintaining optimal health and stay independent so that they may continue to reside in the community for as long as possible. The meals programs help to address a number of problems faced by many individuals, including poor diets, health problems, food insecurity, and loneliness.
B. Services Requested and Requirements
Service Design Congregate Meals: to have at least one meal site in each Supervisorial District. The congregate meal site must be located in an area easily accessible to the target population as stated in this RFP and at a facility where social and health promotional activities are offered directly by the respondents or through partnership and/or collaboration with other organizations. The site must meet all ADA requirements. Multiple meal sites in a Supervisory District will be considered based on numerous factors including the type of ethnic meal proposed and how well it meets the target population and neighborhood’s needs, activities offered on-site, accessibility, other resources in the neighborhood, and cost effectiveness. Meals served at a site must be appropriate for proposed target population and ready-to-eat on site.
Respondents may propose to provide service at one or more meal sites. Meals sites with paid site staff must have demonstrated ability to serve an average of 30 meals or more per day.
Home-Delivered Meals: to provide HDM service throughout the city in all Districts to meet the needs of the D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 7 diverse target population. Respondents may propose to provide citywide services, or to limited Districts and neighborhoods. Meals for HDM must be appropriate for proposed target population. It may be delivered hot, chilled, or frozen.
Free Meals: to provide three meals a day, seven days a week, to needy adults on a walk-in basis in a neighborhood accessible to poor and needy individuals; provide bag lunches to work assignment/work fare participants assigned to various City departments including MUNI, Department of Recreation and Park, and Department of Public Work, etc.; and deliver breakfast and dinner on a daily basis to Hospitality House or other temporary emergency shelters, seven days a week.
Service Components Respondents may propose to provide all or a partial of the following service components. However ENP program respondents must indicate how they will meet all the program requirements, either through in-house staff, subcontracting the service or utilizing other community resources.
Meal Program Management: Coordination of meal service delivery, including transporting meals to service sites or to the homes of program participants. Development of cycle menus based on program participants’ needs. Administration of the annual consumer satisfaction survey.
Meal Production: From food procurements to completion of cooking and packaging at project-operated facilities or meal catering facilities, including meeting all CRFC requirements and development of standardized recipes. ENP Meals: Meal provision to seniors aged 60 and above that meets Title 22 regulations. YAD Meals: Meal provision to young adults with disabilities aged between 18 and 59 that follows DAAS-OOA standards. CLF Short Term Home-Delivered Meals: Short Term Emergency Home-Delivered Meal provision to individuals 18 years and older who’s income is at or below 300% of the federal poverty level, that follows DAAS-CLF standards DHS Free Meals: Meal provision to DHS clients and needing individuals three times a day, seven days a week, in a neighborhood accessible to poor and needy individuals, that follows DHS standards. CAAP Meals: Bag lunch provision to CAAP clients (140 people), six days a week, that follows DHS standards. Shelter Meals: Meal provision to Hospitality House residents (30 people) for breakfast and dinner, seven days a week, that follows DHS standards.
Menu and Nutrient Analysis: Review and approval of cycle menus. Submission of approved cycle menus and nutrient analysis to HSA.
HACCP Nutrition Compliance Management: Provision of food service in service training for all food service personnel (paid or volunteer) from kitchen to meal site to HDM meal route. Provision of food service safety and sanitation monitoring and on site in service training or technical assistance at the kitchen, meal site, and HDM meal route. Development and implementation of a food service HACCP policies and procedures manual. Meal Service Site Management: Meal service coordination includes input to the development of cycle menus, serving the meals, meal service and food temperature record, and facility maintenance. For ENP programs, additional service elements include consumer intake and enrollment, nutrition risk screening, web-based consumer and service reporting, etc.
ENP Nutrition Education : Provision of group nutrition education sessions at congregate meal sites. Provision of nutrition education information to HDM consumers.
ENP Nutrition Counseling: Provision of medical nutrition counseling to HDM consumers who are receiving special diets.
ENP, YAD, and HDM-CLF Eligibility Assessment: Annual comprehensive assessment and quarterly re-
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 8 assessment for ENP HDM participants. Annual comprehensive assessment for HDM-YAD participants. Initial intake and income verification for HDM-CLF participants.
Target Population ENP Congregate Meals services must target eligible individuals who live within the boundaries of City and County of San Francisco County, and are members of one or more of the following target groups that have been identified as demonstrating the greatest economic and social need: Low-income, Non- or limited-English speaking, Minority, Frail, and Lesbian/Gay/Bisexual/Transgender.
ENP Home-Delivered Meals services must target eligible homebound individuals who have no safe healthy alternative for meals, live in their own homes, SRO hotels, or public or senior housing within the boundaries of City and County of San Francisco, and are members of one or more of the following target groups that have been identified as demonstrating the greatest economic and social need: Low-income, Non- or limited-English speaking, Minority, Frail, and Lesbian/Gay/Bisexual/Transgender.
CLF Short Term Emergency Home-Delivered Meals (HDM-CLF) services must target eligible individuals who are homebound by reason of illness, incapacitating disability, isolation, and lack of support network and have no safe, healthy alternative for meals, institutionalized or deemed, at assessment, to be at imminent risk of being institutionalized and willing and able to live in the community with appropriate supports. The eligible individual must have an income at or below 300% of the federal poverty level. This service requires referral from the DAAS Integrated Intake unit (Long Term Care Intake, Screening, and Consultation Unit). The respondent must be able to provide regular and special diets citywide.
DHS Free Meals services must target poor and needy individuals who are DHS clients or eligible to be DHS clients. CAAP bag lunch services must target clients participated in one of the CAAP programs. Shelter Meals must be provided to residents at the Hospitality House or other emergency shelters as approved by DHS.
ENP Program Requirements Services and program operations must conform to Older American Act Title III-C, California Department of Aging Title 22, Office on Aging (OOA) nutrition program regulations, and any relevant local city regulations, including the Mayor’s Executive Directive 09-03 for Healthy and Sustainable Food for San Francisco. Each congregate meal participant shall only receive one meal per day. Respondents may bid for one meal or two meals per day for each eligible HDM consumer. Respondents must demonstrate the need to provide 2 meals a day for a HDM participant.
Meals Requirements Program participant shall receive at least one meal per day. Each meal shall provide one-third (1/3) of the recommended dietary allowance (RDA) and comply with the current Dietary Guidelines for Americans, published by the USDA and the U.S. Department of Health and Human Services, and the California Daily Food Guide. A meal analysis shall be performed by a Registered Dietitian to ensure compliance with the one-third (1/3) of the Dietary Reference Intakes (DRI) as described in this RFP. Meals must be produced at a HACCP compliance kitchen with valid health permit and current health inspection status from the Environmental Health Division of the San Francisco Public Health Department, and conform to California Retail Food Code (CFRC).
ENP Menu and Meal Pattern Requirements The proposed menus shall be culturally appropriate, serve the needs of the targeted population in San Francisco, and comply with the Dietary Guidelines for Americans (DGA) 2005 and the Dietary Reference Intakes (DRIs). OOA’s requirements assure the meals programs sustain and improve consumers’ health through the provision of safe and nutritious meals by implementing the DGA and providing each participant a minimum of 1/3 of the DRIs. By ensuring adequate nutrient intake, the DRIs prevent nutrient deficiencies and reduce the risk of chronic diseases such as osteoporosis, cancer, and cardiovascular disease.
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 9 The menu and meal pattern requirements set forth in this section shall be followed for all ENP meals to assure compliance with the Older Americans Act (OAA), Section 339, and California Regulations, Title 22, Division 1.8, Chapter 4, Article 5, Section 7638.5. The key nutrient recommendations noted in the DGA that affect older individual’s health status should be integrated into the ENP’s menu planning.
For a complete version of the Dietary Guidelines for Americans (DGA) 2005, follow this link: http://www.healthierus.gov. The following table represents the most current DRI values and daily compliance range for target nutrients. The nutrients selected for this Table are based on the target nutrients to promote health and prevent disease, prevent deficiencies, indicate diet quality, and manage disease. The values provided are based on the U.S. Department of Agriculture (USDA) Food Guide calculated for one meal for a woman over 70 years old whose activity level is sedentary. This example represents a majority of the older adult population served by the ENP. If a majority of the senior population anticipated to be served by the respondent differs from the example, use your ENP’s predominate demographic characteristics to develop a menu pattern for your population. Use the information on either Appendix A1 (DASH eating Plan) or A2 (USDA Food Guide) from the DGAs found on the DGA website: http://www.health.gov/doetaryguidelines/dga2005/document/. These appendences provide the menu patterns for different caloric levels. Each meal should provide a minimum 33-1/3 percent of the DRIs; a minimum of 66-2/3 percent of the DRIs if the project provides two meals per day; and 100 percent of the DRIs if the project provides three meals per day.
Nutrient Target Value per meal -represent 1/3 Daily Compliance Range DRI for a 1600 calorie range Calories (Kcal) >550 Kcal >550-700 Kcal Protein 14 gm 14 gm (in the entrée) Fat (% of total calories) 30% <35% weekly average Vitamin A (ug) 250 ug >250 ug 3 out of 5 days/wk or 4 out of 7 days/wk Vitamin C (mg) 25 mg 25 mg Vitamin B6 (mg) 0.5 mg >0.5 mg Vitamin B12 (ug) 0.8 ug 0.8 ug - fortified foods be used to meet B12 needs Calcium (mg) 400 mg >400 mg Magnesium (mg) 140 mg >140 mg Zinc (mg) 2.6 mg >2.6 mg Provide education Sodium (mg) <800 mg <1200 mg place an icon on the menu if > 1000 mg Fiber (gm) >7 gm >7 gm Potassium (gm) 1565 mg 1565 mg Provide education Vitamin D 200 IU 200 IU Vitamin E 5 IU Provide education
The following table describes the elements in the California 1600 Calorie meal pattern. Serving sizes are based on the USDA Food Guide Pyramid. This sample component meal pattern does not assure that meals meet 1/3 of the DRIs and the DGA. Meals will require specific types of fruits and vegetables, whole grains, and high fiber foods in order to assure the target nutrients are provided. The component meal pattern may be deficient in vitamins E, B12, and Zinc, requiring additional nutrition deduction for participants on the selection of foods that are good sources of these nutrients. The meal pattern below is based on the minimum requirements for a sedentary female 70 years old.
California 1600 Calorie per Day Component Meal Pattern Minimum Recommended Elements Food Group Servings for 550 calories per meal Serving Size for 1600 calorie level Lean Meat or beans 1 serving, 2 –3 ounces per meal 2 – 3 ounces = 1 serving Vegetable 1-2 servings ½ cup = 1 serving Fruit 1 serving ½ cup = 1 serving
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 10 Bread or Grain at least ½ 1-2 servings 1 slice Bread – 1 serving whole grain ½ cup of rice or pasta = 1 serving Low-fat milk or milk alternate 1 serving 1 cup or equivalent measure Fat Optional Dessert Optional – limit sweets, use fruit Select foods high in fiber and low in fat and sugar
ENP Meals Eligible for Reimbursement [NSIP Eligible] Meals eligible for reimbursement shall be NSIP qualified and served to eligible individuals as defined below: 1. meals meet the USDA meal pattern and nutrient analysis requirements and served per OOA-certified menus, 2. meals served at OOA-approved congregate meal sites and on home-delivered meals routes, if applicable 3. meals produced from kitchens certified by the Health Department, and 4. meals served to eligible individuals including: a. individuals 60 years of age or older, spouse of the eligible individuals regardless of age or condition, or b. individuals 60 years of age or older who are homebound, spouse of the eligible individuals regardless of age or condition, or c. individuals with a disability, under age 60, who resides in housing facilities occupied primarily by older individuals at which congregate nutrition services are provided, or d. individuals with a disability, under age 60, who resides at home with and accompanies an older individual to the congregate sites, or e. individuals with a disability, under age 60, who resides at home with older individuals who receive home-delivered meals, or f. individuals, under age 60, who provide volunteer services for congregate meals and/or home-delivered meals
YAD Meals Eligible for Reimbursement [Non NSIP Eligible] Meals eligible for reimbursement shall be qualified and served to eligible individuals as defined below: 1. meals meet the 1/3 of the RDA and served per OOA-certified menus, and 2. meals served at OOA-approved congregate meal sites, and 3. meals produced from kitchens certified by the Health Department, and 4. meals served to eligible individuals between the age of 18 and 59.
HDM-CLF Meals Eligible for Reimbursement [Non NSIP Eligible] Meals eligible for reimbursement shall be qualified and served to eligible individuals as defined below: 1. meals meet the 1/3 of the RDA, and 2. meals produced from kitchens certified by the Health Department, and 3. meals served to eligible individuals 18 years of age and above.
ENP Nutrition Risk Screening Requirements Program participant is required to be screened, on an annual basis, for his or her nutritional status using the nutrition risk-screening tool on the web-based consumer and service reporting application. Dietitians, nutritionists, physicians, and nurses could administer the screening on a one-on-one basis or in a group. Other staff or volunteer helping to administer the screening tool must be trained by dietitians or qualified nutritionists and have the training documented. UNIT: one individual
ENP Nutrition Education Requirements Each congregate meal site shall offer at least four (4) nutrition education sessions per year, one per quarter. Each HDM program participant shall receive at least four (4) sets of nutrition information per year, one per quarter. Nutrition education shall include topics in safety and sanitation, current facts and information that promote improved food selection, eating habits, nutrition, health promotion, and disease prevention practices. Nutrition education topics and lesson plans must be approved by a Registered Dietitian (R.D.) Agencies are encouraged to partner with the City College of San Francisco’s Consumer Education Department to provide in-kind nutrition education services. UNIT: one individual participant D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 11 ENP HDM Nutrition Counseling Requirements Program participant from service providers who request funding for special diet provision shall receive individual dietary evaluation counseling relating to their medical and therapeutic nutritional needs as prescribed by the physicians or as deemed necessary by a Registered Dietitian (RD). This service must be provided by a Registered Dietitian covered by professional liability insurance. UNIT: one individual 30-minute counseling session
ENP HDM Comprehensive Assessment Program participant must receive an in-home comprehensive assessment, within two (2) weeks of beginning meal service to determine his or her eligibility and the need for a home-delivered meal, and thereafter on an annual basis to re-assess the need. The comprehensive assessment covers physiological, socioeconomic, and psychological factors including the acute or chronic disease, syndromes or conditions, limited functional ability and family/support system as described in Office on Aging Program Memorandum No.17. UNIT: one individual comprehensive assessment
YAD Citywide HDM Assessment All participants must receive an in-home comprehensive assessment to determine his or her eligibility and the need for a home-delivered meal prior to receiving a meal from a meal provider. The assessment shall cover physiological, socioeconomic, and psychological factors including the acute or chronic disease, syndromes or conditions, limited functional ability and family/support system. UNIT: one individual comprehensive assessment
ENP HDM Reassessment Requirements Program participant’s eligibility and need for a home-delivered meal shall be reassessed on a quarterly basis. Such reassessment shall be done in the home of the participant at least every other quarter as described in Office on Aging Program Memorandum No.17. UNIT: one individual reassessment
HACCP Safety and Sanitation Compliance Monitoring Registered Dietitians (R.D.), individuals who are R.D.-eligible, or individuals who have current food safety certification shall conduct monitoring for the meal production and staging facilities, congregate meal sites, and home-delivered meal routes at least three (3) times a year to ensure safe food handling and sanitation practices and HACCP compliance from the point of food procurement to the point when the meal is delivered or served to the consumers. Monitoring report must include onsite technical assistance or in-service training provided to rectify deficiencies noted. UNIT: one onsite or en-route visit
HACCP Citywide ENP Food Service In-Service Training Annually, four (4) hours of citywide food service in-service training shall be provided to all citywide food service staff including kitchen staff, meal site coordinators, meal site servers, meal transportation drivers, HDM coordinators, and meal deliverers. Presentation shall be conducted at least in three languages: English, Spanish, and Chinese. Topics and content shall be approved by an R.D. and shall include at a minimum the following: food safety, prevention of food borne illness, principles the HACCP, accident prevention, fire safety, first aid, and choking etc. UNIT: one hour of citywide group presentation
HACCP Food Service Policies and Procedures Manual Food service policies and procedures manual relevant to your proposed services shall be established, updated, and implemented for all phases of meal production and service delivery to ensure compliance with HACCP and CRFC requirements. This manual shall reflect the food service project design proposed in the RFP proposals. Content shall include at least the following: Employee and Volunteer Orientation Program, Employee and Volunteer In-Service Policy, Employee and Volunteer Safety, Menu Planning, Standardized Recipes, Nutrient Analysis, Food and Supplies Procurement, Inventory, Food Service Cost Control Procedures, HACCP Procedures for Food Preparation and Food Cookery, Portion Control, Sanitation and Infection Control, Food Borne Illness Incident Report Procedures, Personal Health and Hygiene, Hand-Washing Procedures, Food D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 12 Handling, Food and Cleaning Supply Storage (e.g., dry goods refrigerated and frozen goods), , Temperature Monitoring Mechanism, Cleaning Schedules, Meal Forecast and Production including Handling of Leftovers at Production Kitchen and Meal Site, Dishwashing/Ware Washing Procedures and Temperature Monitoring Procedures, Pest Control, Waste Control, Disposal and Recycling Policies and Procedures, Chemical Safety and Storage, Material Safety Data Sheet (MSDS), Equipment Care and Cleaning, Caterer Selection Policy and Procedures (if appropriate), Emergency and Disaster Preparedness Policy and Procedures, Emergency Food Supply and Menus, Fire Prevention and Safety for Foodservice Workers, Special Diet Policy and Procedures (if appropriate), Consumer Grievance Policy and Procedures.
ENP Program Income Requirements Revenue generated from grant-supported activities must be identified as program income, which is to be used to increase the meal service level or facilitate access to meals service or other nutrition-related supportive services. Program income is: 1. Voluntary contributions received from a participant as a result of services. The current contribution rate established by OOA for a congregate meal is at a maximum $2.00 per meal. A suggested contribution level for a home-delivered meal must be established and approved by OOA. 2. Income from usage or rental fees of real or personal property acquired with grant funds or funds provided under the Agreement with the City. 3. Royalties received on patents and copyrights from contract-supported activities. 4. Proceeds from sale of items fabricated under a grant agreement.
Reporting Requirements Annual Reports:1) Consumer satisfaction survey result, including all outcome measure indicators as stated in Scope of Services, 2) Annual output report including number of meals and unduplicated consumers served, 3) ENP Fiscal closeout report, and 4) ENP nutrition screening summary report.
Quarterly Reports: 1) ENP Nutrition education 2) ENP Nutrition counseling, 3) Food service in-service training, and 4) Kitchen, meal site, and meal route safety/sanitation and program compliance report (3 times a year).
Monthly Reports: Data entry for consumer information and actual number of meals served in the invoicing format specified in the Method of Payment.
Reimbursement Methodology Meals (Program Management, Site and Route Management, Meal Production): One eligible meal served HACCP Compliance Monitoring (Kitchen, Meal Site, HDM Route): One onsite or en-route visit ENP and CLF HDM Comprehensive Assessment: One individual comprehensive assessment ENP Congregate Nutrition Education: One presentation session ENP HDM Nutrition Education: One set of nutrition education material (one topic) ENP HDM Nutrition Counseling: One individual 30-minute special diet counseling session by RD Menu/Nutrient Analysis: One RD approved cycle menu with 2-week nutrient analysis HACCP In-Service Training: One citywide presentation session (one four-hour session)
C. Objectives Respondents should state in measurable, quantifiable terms the service and outcome objectives they will achieve in providing these services. The major purpose of objectives is to measure quantity, quality, structure and impact of services. In measuring these areas, a balance should be created between the value of the information and the time/effort required to collect the information. The objectives stated in the proposal may be incorporated as part of the program’s evaluation plan. The objectives should be specified in the proposals to match the services to be provided.
Service Objectives As part of the proposal, the respondent will be required to propose specific units for the service objectives that measure the quantity and other aspects of services. The objectives should state the target quantities and match
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 13 the program services as proposed.
The following are service objective guidelines and represents minimum service objectives requested: 1. An annual average of at least 95% of total authorized number of meals will be provided. 2. An annual average of at least 95% of total unduplicated consumers authorized will be served. 3. 80% of total unduplicated ENP consumers served will be screened for their nutritional risk status. 4. At least 95% of total nutrition education units authorized will be provided to ENP participants. 5. At least 95% of total nutrition counseling units authorized will be provided to ENP participants registered for special medical dietary needs.
Outcome Objectives As part of the proposal, the Respondent will be required to administer an Annual Consumer Satisfaction survey and implement other systems, as needed, to demonstrate and measure the impact, outcomes, or results of services. Both quantitative and qualitative analysis shall be applied to measure program efficiency and effectiveness. The following outcome objectives are HSA standards. However, respondent may propose different and additional outcome objectives to demonstrate that program participants receive adequate nutrition essential for maintaining healthy aging and quality of life.
1. At least 85% program participants who respond to Annual Consumer Satisfaction survey will be satisfied with the quality of meals and services received. 2. At least 98% of meals prepared/purchased will be delivered to and consumed by program participants. 3. At least 75% of program participants indicated that they have improved health and nutritional status after participation in the meal program. 4. At least 65% of the participants who receive nutrition education indicated that they learned to make healthier food choices. 5. At least 75% of the participants report increased access to socialization activities by attending the meal program regularly. 6. At least 75% of program participants will report increased access to nutritious food and able to live independently.
III. Submission Requirements
A. Time and Place for Submission of Proposals
Proposals must be received by the due date indicated in Section I.B. Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person and left with a Contract Manager with the Human Services Agency Office of Contract Management at 1650 Mission Street, Suite 300, San Francisco, CA 94103 or mailed to:
Stella Chu, G500 Office of Contract Management San Francisco Human Services Agency 1650 Mission Street, Suite 300 San Francisco, CA 94103
Respondents shall submit five (5) copies of the proposal clearly marked the RFP number and title on each copy, to the above location. Proposals that are submitted by fax will not be accepted. Late submissions will not be considered.
You must also submit an electronic version of the proposal to: [email protected]
B. Format
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 14
Please use recycled paper, print double-sided to the maximum extent practical, and bind the proposal with a binder clip, rubber band, or single staple, or submit it in a three-ring binder. Please do not bind your proposal with a spiral binding, glued binding, or anything similar. Please use tabs or other separators within the document.
For word processing documents, it is preferred that text be unjustified (i.e., with a ragged-right margin) and use a minimum of 11-point serif font (e.g., Times Roman, and not Arial), and that pages have margins of at least 1” on all sides (excluding headers and footers).
C. Content Organizations interested in responding to this RFP must submit the following information, in the order specified below:
Table of Content Each proposal package should contain a complete table of contents showing page numbers. All pages in the package must be numbered consecutively, and major sections must be indexed.
1. Cover Page - Introduction and Executive Summary (use ENP 429 form #1) Submit the cover page signed by a person authorized to obligate the organization to perform the commitments contained in the proposal. Submission of this document will constitute a representation by the organization that the organization is willing and able to perform the commitments contained in the proposal.
Briefly describe characteristics of your proposed consumers to be served under this RFP, their needs, and issues involved in providing the service to them. Briefly describe your proposed service design to meet their service needs. Briefly describe the agency’s minimum qualifications (refer to Section IV. A. of this RFP).
2. Project Approach (use RFP 429 form 2) Describe the services and activities that your organization proposes to provide to the City. Include the following information:
a. Provide a brief description of the overall service structure/design. Include proposed location(s) and service site(s) in sufficient detail and clarity to determine that the service sites and routes are suitable for this intended purpose. Explain in detail the accessibility and transportation services that are available and any improvements anticipated or barriers to using sites proposed. Explain in detail service site(s) and meal delivery route(s) information – number of routes, number of meals each site /route, types of delivery vehicle, supervisor districts of each site / route. Include sufficient information about types of meals, production kitchen, menus, suggested meal contribution rate, etc. Explain in detail the collaboration model between meal provider and congregate meal site host agencies.
b. Provide a brief description of what, how, where, when, and by whom of the following components are to be provided: Service Objectives (include how data will be collected, documented, and reported), Program Outcomes (include instruments used to measure the outcomes), Consumer Input and Grievance Procedures, Elder Abuse Reporting Procedures, Meals Services, Production Kitchen and Meal Service Site Health Permit, Nutrition Risk Screening (include a plan for 2010/2011), Nutrition Education (include a plan for 2010/2011), Menu / Nutrient Analysis Compliance, Meal Production HACCP Safety and Sanitation Compliance, Meal Delivery and Service, HACCP Safety and Sanitation Compliance, Food Service In-Service Training for Paid and Volunteer Kitchen Staff, Meals Service Site Staff and HDM Delivery Staff (includes a plan for 2010/2011), Food Service Policies and Procedures (attach an outline of the content), Preliminary MOU/Contract for Meal Production and/or Nutrition Consultation (if applicable), Food Service Waste Reduction Ordinance compliance (include a plan and timeline), Preliminary MOU between meal provider and congregate meal site host agencies.
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 15 3. Organization Qualifications, Capacity, and Staffing Pattern (use RFP 429 form 2) Provide information on your organization’s background and qualifications, which address the following:
a. Organization Description – briefly describe your organization as well as how any joint venture or subcontracting would be structured.
b. Statement of Experience – include all of the following information: 1) Business name of the Respondent and the legal entity for which a proposal will be submitted such as: Corporation, Co-partnership, and Combination etc. 2) Number of years the Respondent has been in business under the current business name, as well as prior business names, if any. Indicate agency is in full compliance with California Corporations Code. (Attach evidence showing current corporation status). http://www.leginfo.ca.gov/.html/corp_table_of_contents.html 3) All grants or contracts, if any, completed during the last three years showing: Year, Type of services, Dollar amount of services provided, Targeted geographic area, Granting agency, Contact name, Phone number, and E- mail address. Explain in detail a maximum of three projects similar in size and scope prepared by your organization including key staff members who worked on each project and a brief project summary including any joint venture or sub grantees involved in this project. 4) Details of any failure or refusal to complete a contract/grant. Details of any fiscal or programmatic corrective actions within past three years. Include copy of last three years’ programmatic, fiscal, and compliance evaluation/monitoring reports from granting agencies. 5) Controlling interest in any other organizations providing equivalent or similar services. 6) Financial interest in any other lines of business. 7) Names of persons and corporations with whom the Respondent has been associated in business as partners in each of the last five years. Governmental agencies are exempt from this requirement. 8) Any litigation including Respondent, the joint venture partners, sub grantees or any principal officers thereof in connection with any contract or grant.
c. Staffing Plan and Organizational Chart – Describe organizational structure and staffing patterns needed to provide the proposed services. Provide a staffing plan and organizational chart that match with the proposed budget submitted with this RFP. Attach job descriptions of key program staff such as Program Director, Social Worker, OOA Reporting (MIS) Coordinator, Accountant or Fiscal Officer, Nutritionist, HDM Coordinator, Congregate Site Coordinator, and Kitchen Supervisor.
d. Organizational Capacity – Include a description of the organization’s capacity to provide the proposed services. Provide a list of the Board members and their expertise/affiliations. Briefly describe the capabilities and experience of the management staff that will oversee the program. Describe the program management and administrative staff responsibilities if their salaries are included as program’s indirect cost, including the number of hours committed exclusively to the program. Describe the ability of the staff to provide meals services to the multi-ethnic, multi-lingual population in the districts that you intend to provide services to. Submit resumes for key staff involved directly or indirectly in performing the proposed grant including officers, administrators, consultants, and supervisors. Clearly identify which staff position they occupy. Submit a copy of R.D. credential. Describe the experience in providing services to people with disabilities (please list at least three types of disabilities such as physical mobility limitations – wheelchair, can, walker, limited reach ranges and limited hand movement, chronic illnesses – HIV, lung disorders, heart disease, stroke, immune system disorders, diabetes, neurological disorders, sensory disabilities – deaf, hard of hearing, blind, low vision, aphasia, stuttering, and mental disabilities – psychiatric disabilities, depression, anxiety, obsessive compulsive disorder, phobias, schizophrenia, bipolar disorder, borderline personality disorder, cognitive disabilities, Down’s syndrome, traumatic brain injury, learning disabilities), including the most difficult issue you face in providing services to them and how you remedy it.
e. Insurance Certificate – Provide a copy of current insurance certificate naming the City as Additional Insured in a separate endorsement page, or submit evidence that it can obtain the following and name the City as Additional Insured: Comprehensive Liability Insurance, Automobile Insurance Worker’s Compensation Insurance,
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 16 Professional Liability Insurance, if appropriate.
f. Audited Financial Statement - Provide a copy of the complete audited financial statement based on a fiscal period not more than twelve (12) months old at the time of submission, certified by an independent certified public accountant. If the audit contains any exceptions or recommendations, include information on how the exceptions were resolved and how the recommendations were implemented. If audit exceptions are not yet resolved, provide a status report detailing plans for completion of recommendations. An Unaudited financial statement is acceptable for profit entities only. The auditing firm providing the required financial statement and audit reports must be acceptable to Human Services Agency, and state that it meets the following criteria: “That it is familiar with, and conforms to the provisions of Section 8.105 of the Charter of the City and County of San Francisco, and Section 87100 et Seq. of the Government Code of the State of California, and it must further certify that it does not know of any facts which constitute a violation of said sections. It must comply with any rules of professional conduct of the State of California Board of Accountancy. It must have no interest in the audited firm no matter how remote.”
4. Plan for Joint Proposal, if applicable (use RFP 429 form 2) Two or more agencies may submit a joint proposal. All agencies in a joint proposal must provide all the information and documentation specified in this RFP.
a. If you propose a lead agency model, please identify the lead agency. The lead agency will be held accountable for the ultimate fiscal responsibility of the program. The lead agency must maintain all program and financial records for at least five years. Describe organizational structure of the lead agency with the other partners in the collaborative. Provide specific, detailed information on how the agencies will work together and how assignments will be made. Include Memoranda of Understanding (MOUs) between the lead agency and each of the collaborating partners. MOUs must be signed prior to finalization of the grant. b. If you propose a partnership model please identify the roles of the partnering organizations. Describe the partnership structure of each agency with the other partners in the collaborative. Provide specific, detailed information on how the agencies will work together and how program responsibilities will be shared. All MOUs must be signed prior to finalization of the grant. The Agency in the collaborative applying for Program Management needs to submit a complete response addressing all sections and provision of all required meals/nutrition services. All agencies in a partnership model joint proposal must provide to the Program Management agency all pertinent information and documentation specified in this RFP. Each partnering agency will be held accountable for its own fiscal responsibility and maintain all program and financial records for at least five years.
5. Budget Proposal (use RFP 429 budget form) The SF Human Services Agency intends to award this grant to the respondents that it considers will provide the best overall program services at a reasonable pricing structure. The SF Human Services Agency reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request. Please Note: HSA will make payment to grantee based on a performance reimbursement invoice with annual unit cost negotiated with HSA, which is based on an approved line item budget for that particular fiscal year. The payments may be adjusted for the meals approved from the web-reporting screens or any backup documentation.
Attach a proposed budget detailing all cost elements, a budget justification, and a cost allocation plan by following the instructions below.
Three Years’ Budgets (FY 2010/2011, FY 2011/2012, FY 2012/2013) should be submitted in the standard SF HSA Meals Budget format. An electronic version is available on the Internet at http://mission.sfgov.org/OCABidPublication/ReviewBids.aspx select “Consultants and Professional Services” from the Category Drop Down Menu and look for the appropriate RFP number and title. Complete the personnel information by listing the individual’s title, name, hourly rate, % fringe benefits or no benefits, and FTE equivalent
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 17 in this position. Identify those positions as indirect if they do not directly provide the services such as executive director. Include all budgeted items to be supported by all sources such as HSA funding, agency cash through efforts of fundraising, endowment, grants, etc., in-kind support such as volunteer works and space usage, etc.
The Budget Justification is a narrative, which provides the detailed information and calculations supporting the amount allocated for each budget line item. There is no form provided for the Budget Justification. Please detail all mathematical computations for each line item. Show how the total dollar amount was derived, e.g., the annual salary for each position multiplied by the FTE, the number of square feet of office space to be utilized multiplied by the rate per square foot, the cost per month for insurance multiplied by the number of months in the contract term, etc. For the Salaries and Benefits section, list the position, a brief sentence of the position's responsibilities, the full-time equivalent (FTE), the percentage of FTE allocated to the activity, the salary per month, the salary per annum, and the mathematical computation used to arrive at the total dollar amount.
In the budget justification narrative, describe other funding sources for this program. Identify external resources committed to this program, including cash and in-kind resources designed solely for this program. Describe your fund development measures including fundraising or grant proposals.
A Cost Allocation Plan is required. Respondents must follow the City’s cost allocation guidelines for nonprofit contractors, which largely follow those described by Generally Accepted Accounting Principles (GAAP) and in Federal OMB Circular A-122. The plan should include how indirect costs were calculated. For profit providers shall submit a cost allocation plan similar to that described above and in accordance with generally accepted accounting principles.
6. Addenda Please include any materials referenced in Scope or Work and any additional documentation, elaboration or supplemental information, which the respondent wishes to submit in support of the proposal. Please itemize all exhibits.
IV. Evaluation and Selection Criteria
A. Minimum Qualifications Any proposal that does not demonstrate that the respondent meets these minimum requirements by the deadline for submittal of proposals will be considered non-responsive and will not be eligible for award of the grant.
1. A minimum of three years experience in providing Elderly Nutrition Program; and 2. Corporate status of a minimum of four years; and 3. No serious outstanding programmatic, fiscal, and compliance issues with the existing or previous governing agencies that fund ENP services; and 4. A vendor with the City or ability to become a City vendor (a vendor ID must be obtained prior to submitting the proposal); and 5. All nutrition offices and congregate meal sites are ADA accessible; 6. Compliance with Division 21-100 (ENP only)
B. Selection Criteria A committee comprised of parties with expertise in the services intended in this RFP will evaluate the proposals. The Human Services Agency intends to evaluate the proposals generally in accordance with the criteria itemized below.
1. Project Approach (40 points) Demonstrate understanding of the project and the tasks to be performed, etc. and reasonableness of work schedule.
a. The proposal demonstrates the necessary understanding of the target populations and their needs in order to D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 18 provide effective services. The proposal describes how consumers will be effectively connected to services through outreach, recruitment, and other means. The proposal provides culturally competent, easily accessible, and effectively designed services to target populations in the District(s) and meet their special dietary needs. (15 points)
b. The proposal describes in sufficient detail and clarity the components of the program(s). The program components address the services requested. The proposal identifies specific and realistic services that will address the needs of the target populations in the District(s). The proposal includes appropriate social/health promotion activities and/or collaborations with outside resources that would strengthen the program(s). The proposal demonstrates ability to meet the service and outcome objectives and evaluation methods to suitably measure quantity, quality, and efficiency of services (15 points)
c. The respondent has experience providing meals programs to the target populations. The respondent has demonstrated effective provision of meals and other relevant services to the target populations or similar population in the past. (10 points)
2. Organizational/Staffing Capacity (30 points) Demonstrate expertise of the organization necessary to complete the tasks, including quality of recently completed projects that meet the requirements and adhere to schedules. Demonstrate appropriate experience, professional qualifications and education of staff assigned to the project, a realistic description of the tasks to be performed by each staff person, reasonable workload, staff availability and accessibility.
a. The respondent clearly demonstrates that it has the organizational infrastructure and administrative capacity to deliver the program as proposed. (15 points)
b. The staff (based on job descriptions and qualifications provided, and proposed staffing) is adequately trained or skilled to provide the services described. R.D. service is available to ensure NSIP and CRFC compliance. (15 points)
3. Fiscal areas (30 points) The proposal reflects the effective use of organizational resources/external resources, including leveraged funds, designated exclusively for this program. Demonstrate reasonableness of proposed budget in relation to the services to be provided.
a. The budget is clear and easy to understand. The budget reflects sound, adequate allocation of resources matching the program components including staffing costs and operating costs. The budget supports the services proposed and are competitive with other proposals. Costs are reasonable, justified, and competitive. (20 points)
b. Budget narrative consists with proposed budgets and cost allocation plan reasonable. (10 points)
4. The proposal is complete and follow Section III Submission Requirements. (10 extra points)
V. Pre-Proposal Conference and Grant/Contract award
A. Pre-Proposal Conference Respondent are encouraged to attend a pre-proposal conference as indicated in Section I.B. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please email the individual designated in Section VI.B before the dated indicated in Section I.B. All questions will be addressed and posted on the website by the date indicted in Section I.B.
B. Grant Award The Human Services Agency will select qualified respondent(s) with whom Human Services Agency staff shall commence contract negotiations. As part of the contract negotiations, HSA will visit any proposed meal site
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 19 currently not funded. The selection of any proposal shall not imply acceptance by the City of all terms of the proposal, which may be subject to further negotiations and approvals before the City may be legally bound thereby. If a satisfactory contract/grant cannot be negotiated in a reasonable time the Human Services Agency in its sole discretion, may terminate negotiations with the selected respondent and begin contract/grant negotiations with the next respondent.
VI. Terms and Conditions for Receipt of Proposals
A. Errors and Omissions in RFP Respondents are responsible for reviewing all portions of this RFP. Respondents are to promptly notify the individual designated in Section VI.B, in writing, if the respondent discovers any ambiguity, discrepancy, omission, or other error in the RFP. Any such notification should be directed to the individual designated in Section VI.B promptly after discovery, but in no event later than five working days prior to the date for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.
B. Inquiries Regarding RFP Inquiries regarding the RFP and all notifications of an intent to request written modification or clarification of the RFP, must be directed to:
Stella Chu at [email protected]
C. Objections to RFP Terms Should a respondent object on any ground to any provision or legal requirement set forth in this RFP, the respondent must, not more than ten calendar days after the RFP is issued, provide written notice to the Human Services Agency setting forth with specificity the grounds for the objection. The failure of a respondent to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.
D. Change Notices The Human Service Agency may modify the RFP, prior to the proposal due date, by issuing Change Notices, which will be posted on the website at http://mission.sfgov.org/OCABidPublication/ReviewBids.aspx . The respondent shall be responsible for ensuring that its proposal reflects any and all Change Notices issued by the Human Services Agency prior to the proposal due date regardless of when the proposal is submitted. Therefore, it is highly recommended that the respondents consult the website frequently, including shortly before the proposal due date, to determine if the respondent has downloaded all Change Notices.
E. Term of Proposal Submission of a proposal signifies that the proposed services and prices are valid for 180 calendar days from the proposal due date and that the quoted prices are genuine and not the result of collusion or any other anti- competitive activity.
F. Revision of Proposal A respondent may revise a proposal on the respondent’s own initiative at any time before the deadline for submission of proposals. The respondent must submit the revised proposal in the same manner as the original. A revised proposal must be received on or before the proposal due date.
In no case will a statement of intent to submit a revised proposal, or commencement of a revision process, extend the proposal due date for any respondent.
At any time during the proposal evaluation process, the Human Services Agency may require a respondent to provide oral or written clarification of its proposal. The Department reserves the right to make an award without further clarifications of proposals received.
G. Errors and Omissions in Proposal
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 20 Failure by the Human Services Agency to object to an error, omission, or deviation in the proposal will in no way modify the RFP or excuse the vendor from full compliance with the specifications of the RFP or any grant awarded pursuant to the RFP.
H. Financial Responsibility The City accepts no financial responsibility for any costs incurred by an organization in responding to this RFP. Submissions of the RFP will become the property of the City and may be used by the City in any way deemed appropriate.
I. Respondent’s Obligations under the Campaign Reform Ordinance Respondents must comply with Section 1.126 of the S.F. Campaign and Governmental Conduct Code, which states:
No person who contracts with the City and County of San Francisco for the rendition of personal services, for the furnishing of any material, supplies or equipment to the City, or for selling any land or building to the City, whenever such transaction would require approval by a City elective officer, or the board on which that City elective officer serves, shall make any contribution to such an officer, or candidates for such an office, or committee controlled by such officer or candidate at any time between commencement of negotiations and the later of either (1) the termination of negotiations for such contract, or (2) three months have elapsed from the date the contract is approved by the City elective officer or the board on which that City elective officer serves.
If a respondent is negotiating for a grant that must be approved by an elected local officer or the board on which that officer serves, during the negotiation period the respondent r is prohibited from making contributions to: the officer’s re-election campaign, a candidate for that officer’s office, and a committee controlled by the officer or candidate.
The negotiation period begins with the first point of contact, either by telephone, in person, or in writing, when a contractor approaches any city officer or employee about a particular contract, or a city officer or employee initiates communication with a potential contractor about a contract. The negotiation period ends when a contract is awarded or not awarded to the contractor. Examples of initial contacts include: (1) a vendor contacts a city officer or employee to promote himself or herself as a candidate for a contract; and (2) a city officer or employee contacts a contractor to propose that the contractor apply for a contract. Inquiries for information about a particular contract, requests for documents relating to a Request for Proposal, and requests to be placed on a mailing list do not constitute negotiations.
Violation of Section 1.126 may result in the following criminal, civil, or administrative penalties: 1. Criminal. Any person who knowingly or willfully violates section 1.126 is subject to a fine of up to $5,000 and a jail term of not more than six months, or both. 2. Civil. Any person who intentionally or negligently violates section 1.126 may be held liable in a civil action brought by the civil prosecutor for an amount up to $5,000. 3. Administrative. Any person who intentionally or negligently violates section 1.126 may be held liable in an administrative proceeding before the Ethics Commission held pursuant to the Charter for an amount up to $5,000 for each violation. For further information, respondents should contact the San Francisco Ethics Commission at (415) 581-2300.
J. Sunshine Ordinance In accordance with S.F. Administrative Code Section 67.24(e), contractors’ bids, responses to RFPs and all other records of communications between the City and persons or firms seeking contracts shall be open to inspection immediately after a contract has been awarded by the Human Services Commission.. Nothing in this provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefits until and unless that person or organization is awarded the contract or benefit. Information provided which is covered by this paragraph will be made available to the public upon request.
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 21 K. Public Access to Meetings and Records If a respondent is a non-profit entity that receives a cumulative total per year of at least $250,000 in City funds or City-administered funds and is a non-profit organization as defined in Chapter 12L of the S.F. Administrative Code, the respondent must comply with Chapter 12L. The respondent must include in its proposal (1) a statement describing its efforts to comply with the Chapter 12L provisions regarding public access to respondent’s meetings and records, and (2) a summary of all complaints concerning the respondent’s compliance with Chapter 12L that were filed with the City in the last two years and deemed by the City to be substantiated. The summary shall also describe the disposition of each complaint. If no such complaints were filed, the respondent shall include a statement to that effect. Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in respondent’s Chapter 12L submissions shall be grounds for rejection of the proposal and/or termination of any subsequent Agreement reached on the basis of the proposal.
L. Reservations of Rights by the City The issuance of this RFP does not constitute an agreement by the City that any contract or grant will actually be entered into by the City. The City expressly reserves the right at any time to:
1. Waive or correct any defect or informality in any response, proposal, or proposal procedure; 2. Reject any or all proposals; 3. Reissue a Request for Proposals; 4. Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals; 5. Procure any materials, equipment or services specified in this RFP by any other means; or 6. Determine that no project will be pursued.
M. No Waiver No waiver by the City of any provision of this RFP shall be implied from any failure by the City to recognize or take action on account of any failure by a respondent to observe any provision of this RFP.
VII. Grant Requirements
For more detailed information of the contract or grant requirements, see the Office of Contract Administration website at http://www.sfgov.org/site/oca_index.asp?id=26507
A. Standard Grant Provisions The successful respondent will be required to enter into a grant substantially in the form of the Agreement for Professional Services. Failure to timely execute the grant/contract, or to furnish any and all insurance certificates and policy endorsement, surety bonds or other materials required in the grant/contract, shall be deemed an abandonment of a grant/contract offer. The Human Services Agency, in its sole discretion, may select another respondent and may proceed against the original selectee for damages.
Respondents are urged to pay special attention to the requirements of Administrative Code Chapters 12B and 12C, Nondiscrimination in Contracts and Benefits, the Minimum Compensation Ordinance; the Health Care Accountability Ordinance; the First Source Hiring Program;: and applicable conflict of interest laws, as set forth in paragraphs B, C, D, E and F below.
B. Nondiscrimination in Contracts and Benefits The successful respondent will be required to agree to comply fully with and be bound by the provisions of Chapters 12B and 12C of the San Francisco Administrative Code. Generally, Chapter 12B prohibits the City and County of San Francisco from entering into grants or leases with any entity that discriminates in the provision of benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of employees. The Chapter 12C requires nondiscrimination in grants in public accommodation. Additional information on Chapters 12B and 12C is available on the HRC’s website at
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 22 www.sfhrc.org.
C. Minimum Compensation Ordinance (MCO) The successful respondent will be required to agree to comply fully with and be bound by the provisions of the Minimum Compensation Ordinance (MCO), as set forth in S.F. Administrative Code Chapter 12P. Generally, this Ordinance requires grantees to provide employees covered by the Ordinance who do work funded under the contract with hourly gross compensation and paid and unpaid time off that meet certain minimum requirements.
For the amount of hourly gross compensation currently required under the MCO, see www.sfgov.org/olse/mco. Note that this hourly rate may increase on January 1 of each year and that grantees will be required to pay any such increases to covered employees during the term of the grantee. Additional information regarding the MCO is available on the web at www.sfgov.org/olse /mco.
D. Health Care Accountability Ordinance (HCAO) The successful respondent will be required to agree to comply fully with and be bound by the provisions of the Health Care Accountability Ordinance (HCAO), as set forth in S.F. Administrative Code Chapter 12Q. Grantees should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the HCAO is available on the web at www.sfgov.org/olse /hcao.
E. First Source Hiring Program (FSHP) If the grant is for more than $50,000, then the First Source Hiring Program (Admin. Code Chapter 83) may apply. Generally, this ordinance requires grantees to notify the First Source Hiring Program of available entry- level jobs and provide the Workforce Development System with the first opportunity to refer qualified individuals for employment.
Grantees should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the FSHP is available on the web at www.sfgov.org/moed/fshp.htm and from the First Source Hiring Administrator, (415) 401-4960.
F. Conflicts of Interest The successful respondent will be required to agree to comply fully with and be bound by the applicable provisions of state and local laws related to conflicts of interest, including Section 15.103 of the City's Charter, Article III, Chapter 2 of City’s Campaign and Governmental Conduct Code, and Section 87100 et seq. and Section 1090 et seq. of the Government Code of the State of California. The successful respondent will be required to acknowledge that it is familiar with these laws; certify that it does not know of any facts that constitute a violation of said provisions; and agree to immediately notify the City if it becomes aware of any such fact during the term of the Agreement.
Individuals who will perform work for the City on behalf of the successful respondent might be deemed consultants under state and local conflict of interest laws. If so, such individuals will be required to submit a Statement of Economic Interests, California Fair Political Practices Commission Form 700, to the City within ten calendar days of the City notifying the successful respondent that the City has selected the respondent.
VIII. Protest Procedures
A. Protest of Grant Award Within ten calendar days of the issuance of a notice of intent to award the grant, any respondent that has submitted a responsive proposal and believes that the Department of Aging and Adult Services has incorrectly selected another respondent for award may submit a written notice of protest.
The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the respondent, and
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 23 must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest.
C. Delivery of Protests All protests must be received by 5:00 p.m. of the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the City received the protest. Protests or notice of protests made orally (e.g., by telephone) or via e-mail will not be considered.
Written protests for DAAS meals programs must be delivered to: Executive Director Department of Aging and Adult Services San Francisco Human Services Agency P.O. Box 7099 San Francisco, CA 94120
Written protests for DHS meals programs must be delivered to: Executive Director San Francisco Human Services Agency P.O. Box 7099 San Francisco, CA 94120
IX. Standard Forms
Before the City can award any grant to a grantee, that grantee must file three standard City forms (items 1-3 on the chart). Forms can be downloaded from the City’s Office of Contract Administration webpage www.sfgov.org/oca/ Click on “Required Vendor Forms” under the “Information for Vendors and Contractors” banner. Forms can also be obtained by contacting Purchasing (415) 554-6248 or [email protected].
If an organization has already filled out items 1-3 on the chart, the organization should not do so again unless the contractor’s answers have changed. To find out whether these forms have been submitted, the organization should call Vendor File Support in the Controller’s Office at (415) 554-6702.
If an organization would like to apply to be certified as a local business enterprise, it must submit item 4. To find out about item 4 and certification, the organization should call Human Rights Commission at (415) 252-2500.
Form name and Internet Return the form to; Item location Form Description For more info Request for Taxpayer W-9 The City needs the contractor’s Controller’s Office 1. Identification Number and taxpayer ID number on this form. If a Vendor File Support Certification contractor has already done business City Hall, Room 484 www.sfgov.org/oca/purchas with the City, this form is not San Francisco, ing/forms.htm necessary because the City already has CA 94102 www.irs.gov/pub/irs- the number. fill/fw9.pdf (415) 554-6702
D:\Docs\2017-12-16\0ddc59e7ac701885e5449d2434416514.doc 24 Business Tax Declaration P-25 All contractors must sign this form to Controller’s Office determine if they must register with Vendor File Support 2. www.sfgov.org/oca/purchas the Tax Collector, even if not located City Hall, Room 484 ing/forms.htm in San Francisco. All businesses that San Francisco, qualify as “conducting business in San CA 94102 Francisco” must register with the Tax Collector. (415) 554-6702
3. S.F. Administrative Code HRC-12B- Contractors tell the City if their Human Rights Comm. Chapters 12B & 12C 101 personnel policies meet the City’s 25 Van Ness, #800 Declaration: requirements for nondiscrimination San Francisco, Nondiscrimination in against protected classes of people, CA 94102-6059 Contracts and Benefits and in the provision of benefits (415) 252-2500 between employees with spouses and www.sfgov.org/oca/purchas employees with domestic partners. ing/forms.htm – Form submission is not complete if it does not include the additional In Vendor Profile documentation asked for on the form. Application Other forms may be required, depending on the answers on this form. Contract-by-Contract Compliance status vendors must fill out an additional form for each contract.
4. HRC LBE Certification Local businesses complete this form to Human Rights Comm. Application be certified by HRC as LBEs. 25 Van Ness, #800 Certified LBEs receive a bid discount San Francisco, www.sfgov.org/oca/purchas pursuant to Chapter 14B when bidding CA 94102-6059 ing/forms.htm – on City contracts. To receive the bid (415) 252-2500 discount, you must be certified by In Vendor Profile HRC by the proposal due date. Application
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